Government & Customer Property
When a customer furnishes hardware, tooling, test equipment, or data, it is trusting a stranger's bookkeeping. This page states how property in the institution's possession is recorded, protected, used, and returned.
Acquisition and Receipt
Accountability starts at the loading dock. Property furnished by a customer or acquired with contract funds enters the record before it enters use, and nothing is placed into service against an unrecorded asset.
- Written authorization identified before property is furnished or contract-acquired property is purchased
- Receipt inspected against shipping documentation for quantity, condition, and identification
- Overage, shortage, and damage reported to the property administrator and the contracting officer on discovery
- Unique item identification recorded where required, including serial, part, and contract reference
- Custody assigned to a named individual at the point of receipt
Records and Physical Inventory
A property record that cannot be reconciled to the shelf is not a record. The system is built so that any item can be traced from the authorization that brought it in to its current location and condition.
- Property record containing description, identification, quantity, unit acquisition cost, contract, location, custodian, and condition
- Movement, transfer, and status change captured as transactions rather than periodic corrections
- Physical inventory performed on a defined cycle, with results reconciled and discrepancies investigated
- Reconciliation performed at contract completion and at any change of custodian
- Records retained for the period the contract and FAR Part 4.7 require after final disposition
Use, Care and Maintenance
Customer property is used for the contract that furnished it, maintained so it stays usable, and never quietly absorbed into overhead work. Use outside the authorizing contract requires written approval before, not after.
- Use restricted to the authorizing contract unless written consent for alternate use is obtained
- Segregation of customer property from institution-owned assets, physically or by unambiguous marking
- Preventive maintenance scheduled to manufacturer or customer requirements, with records kept
- Calibration status controlled for measuring and test equipment used in acceptance decisions
- Storage conditions appropriate to the item, including environmental, security, and export-controlled handling requirements
- Property in the hands of subcontractors tracked on the same record, with flow-down of the same obligations
Loss, Damage, Destruction and Theft
The measure of a property system is what happens on the bad day. Loss is reported promptly and investigated for cause, because the customer's decision on liability depends on facts, not on the contractor's discomfort.
- Loss, damage, destruction, or theft reported to the property administrator and contracting officer within the required interval
- Investigation determining cause, contributing controls, and whether the loss was within the institution's control
- Security incidents and suspected theft coordinated with law enforcement and the customer where warranted
- Corrective action applied to the control that failed, not only to the item that was lost
- Loss history reviewed in management review as a property system health indicator
Disposition and Closeout
Property is returned or disposed on the customer's instruction, not on the institution's convenience. Closeout ends with a clean reconciliation the customer can accept without a follow-up request.
- Inventory schedule of property in possession prepared as the contract approaches completion
- Disposition instructions requested from the contracting officer, and executed exactly as directed: return, transfer, sale, abandonment, or destruction
- Export-controlled and sensitive items dispositioned under the applicable export and security requirements
- Data-bearing property sanitized to the required standard before release, with sanitization recorded
- Final property closeout statement provided with supporting records retained
Where This Connects
Property control connects to supply chain risk and compliance where property is placed with suppliers, to accounting system and internal controls for acquisition cost records, to laboratory and energetic systems safety for hazardous material control, and to export compliance for controlled items.
Alignment Disclosure
Monarch Space Systems describes its business integrity, property accountability, records, and data rights practices as aligned with the cited federal regulations, agency supplements, and consensus standards. Alignment is not a determination. The institution does not claim an approved property management system, an audited records program, a government determination on any conflict of interest matter, or any specific contract, customer relationship, or property holding. Case-specific facts, disclosures, and filings are handled with the responsible contracting officer rather than published.
Policy documentation, procedures, and control descriptions are available to customers and prospective teammates through the confidential engagement pathway or by request through institutional contact.